Frequently Asked Questions

The only travel forms that should be used can be located on the Forms and Documents website. Please be advised that any old travel authorization and Claim for Travel Expense Forms should be discarded and not used. If one of the old forms is submitted, it will be returned with a request that the information be submitted on the new form.

Before any travel plans or travel reservations are made, an approvedRequest for Travel Approval form.should be on file in the Travel Office fifteen (15) days prior to planned travel. You will receive an email from the Travel department once your request has been approved.

Pre-Paid Registration Fees- If you are requesting conference/workshop registrations fees to be pre-paid select the pre-paid option on the Registration Expense section on theRequest for Travel Approval form.Attach a copy of the conference brochures and any registration forms needed including any online registration forms with all the information completed including Banner A#.

Registration Deadlines and Early Bird Registration Fees- Please remember to allow us adequate time (at least 10 days ) after we receive your completed and approved Travel Request to process a payment for the registration fees.

ARequest for Travel Approval formis stillrequiredeven when there is no cost to the college. Write “No Cost to NSCC” in the estimated expenses column and provide the name of the grantor for your travel expenses.

Documentation regarding all expected travel-related expenses should be attached to the travel authorization, i.e., per diem rates, conference information, transportation costs, etc. Please remember that the authorization is an estimate of total expenses.

A traveler may request mileage reimbursement even through air travel is the appropriate form of transportation. Reimbursement for mileage incurred in lieu of air travel may not exceed the cost of a commercial discounted coach airfare. Documentation should include at least two airline quotes for the actual travel dates, the lowest of which should be used in the comparison.

The per diem rates for M&I (Meals & Incidental expenses) include all meals, tips, non-business phone calls, etc. These expenses will only be paid for travel that requires an overnight stay. Please remember that only 75% of the per diem rate will be allocated for the first and last day of travel.

No, you have the freedom to determine what hotel to stay in while you are traveling. However, you will only be reimbursed up to the maximum outlined in the Instate Reimbursement Guidelines for in-state rates and found on the GSA website for out-of-state rates unless you are attending a conference/meeting and are staying in the conference-approved hotel indicated in the brochure. (See the TBR Travel Policy - Section IV)

Reimbursement of expenses will only take place after travel has taken place, and aClaim for Travel Expense Form have been submitted (Including the attachment of all outstanding receipts/documentation) and approved. Do not forget to keep of copy of everything that you submit for your records. Please reference General Travel Policy - Section VII.

When attending a conference and staying at a conference hotel, vehicle rentals are normally not allowable. Vehicle rentals for the purpose of transit between a port of arrival (airport) and destination (hotel); or leisure transit is not sufficient justification for rental. Vehicle rentals will not be considered for any travel where the conference or event is being held in or with reasonable walking distance of the hotel.

Ensure that expenses for a vehicle rental are allowable prior to making the reservation. Justification of the rental including a cost comparison to shuttle or taxi service needs to be provided and submitted with the Request for Travel Approval form and approved in advance.

You may contact the Travel Office for assistance in determining if the vehicle rental expenses would be allowable.

The same travel procedure applies as NSCC employees. Individuals may travel, at the request of the College, for job interviews on campus, as guest speakers, as accreditations/audits/consultants.

The Request for Travel Approval Form should be initiated by the requesting department and must be processed and approved in ADVANCE of the trip. The traveler’s signature can be signed by the preparer of the Travel Approval form and initialed since the individual is not available.

The Request for Travel Approval Form must be in the name of the traveler. Particularly important is the CORRECT MAILING ADDRESS and a W-9 form for Banner Vendor entry with their CORRECT SOCIAL SECURITY NUMBER.

Reimbursements checks cannot be processed without the Traveler being entered as a vendor in Banner and assigned Banner “A” number.

The Traveler should sign the Claim for Travel Expense Form while on campus. The traveler will be reimbursed in accordance with TBR Travel Policy. Checks for travel reimbursement will be mailed to the address indicated on the Payment Request Form.

In general, any expense that is personal in nature is not allowed. The list below is an example of unallowable expenses; it is not intended to be all inclusive but rather a representation of unallowable costs.

Generally, grant-supported travel must comply with NSCC & TBR travel policies and procedures. However, specific grants may impose stricter requirements that must be followed. It is expected that grant funded travelers are aware of applicable restrictions and acknowledge that expenses submitted for reimbursement and charged to grants are in full compliance with a grant’s requirements. For more information regarding grant funded travel please contact the Grant Coordinator.